The businesses of today are operating in a more data-driven world. They are safeguarding data from transactions with customers and vendors, keeping files and important documents digitized, and much more. However, the question to consider is: are all your business assets, including what’s stored on digital devices and hard drives, protected from potential disasters?
Natural disasters, cyberattacks, hardware failures, and human errors are all threats to those who handle and store critical data, whether it’s digitally or in physical hard copies. These risks can result in data loss that leads to businesses losing trust with their customers and facing increased scrutiny over how such vital information was mishandled. Yet, digital imaging services can assist with disaster recovery planning (and when the actual event occurs, if it does).
Rothwell Document Solutions understands that digital imaging services can make a significant difference for businesses in the Delaware Valley. We will discuss the importance of this service and how it can simplify disaster recovery efforts. Let’s go over what you need to know now.
What Is The Role of Digital Imaging in Disaster Recovery?
Disaster recovery is one aspect that most businesses overlook. This is because we live in an increasingly technologically advanced world, leading many to believe that nothing could ever go wrong for their business. However, they often discover the hard way that disasters, whether they occur with or without warning, can suddenly wipe out a business’s data and important files. Without a recovery plan in place, it becomes difficult or even impossible to salvage lost files or data.
Disaster recovery is a strategic framework that ensures businesses can resume operations after unforeseen events. This means they will experience minimal downtime, which may lead to lower costs in the long term. Organizations that manage physical records, such as legal firms, financial institutions, government agencies, and medical facilities, should consider transitioning to digital formats, as physical records can be vulnerable to damage.
Still, digital records are not exempt from potential loss due to disasters like hardware failure and cyberattacks. This means your business must be proactive in implementing protective measures in addition to regularly backing up essential data and files. By doing so, your disaster recovery efforts will be seamless and efficient. Digital imaging is an excellent risk management tool because it:
Protects vital records from disasters like fires, floods, and other calamities.
Enables backup storage through cloud-based solutions or off-site options.
Allows for quick and efficient data retrieval.
Provides support for compliance with data regulations and laws.
Rothwell’s digital imaging services offer businesses a disaster recovery feature that allows you to execute a plan in the event of unexpected incidents. Rather than panicking, you can follow a step-by-step solution that enables your business to recover swiftly and maintain operations online. The data and files you have stored will remain intact.
How Do Digital Imaging Services Work?
Digital imaging services, such as those offered by Rothwell’s, provide numerous solutions designed to manage your documents and convert them into electronic formats. This can help you further reduce the risk associated with physical copies, where even a single instance of damage means no hope for recovery. Here’s what digital imaging services can do for you:
Document scanning services: This includes scanning paper records to convert them into high-resolution images or PDF files.
Secure digital imaging: Security should always remain a top priority when protecting your digital assets, especially if you want to stay one step ahead of cyberattackers seeking sensitive customer data.
Microfilm digitization: Legacy microfilm and microfiche used for historical documents can be converted into digital files that are easily accessible and indexed.
Digital records management: You can store, index, and retrieve documents intended for long-term use.
Paper to digital conversion: If you have physical archives, you can rely on digital imaging services to transform them into a digital library that you can maintain off-site or in a cloud-based environment.
These services will ensure that your disaster preparedness plans are effectively in place. You can recover data quickly and minimize downtime during emergencies. With downtime, you lose both money and time. If your operations bounce back quickly, those losses may be minimal at best.
Why Paper-Based Systems Are Most Vulnerable
Even with today’s digital storage solutions, many businesses still practice storing physical, paper-based documents. These are often kept in offsite warehouses, closets, or cabinets. However, the risk of these documents being destroyed by various disasters still exists. These risks include, but are not limited to, the following situations:
Environmental threats, including fires, floods, earthquakes, storm damage, and even mold, can destroy irreplaceable records.
Theft or tampering: Paper documents can be stolen or altered without the use of detection tools.
Human error: Documents can be lost or misplaced by individuals who previously handled them last.
Access delays: Searching through stacks of papers for a specific document can slow down the process, which becomes a greater headache during a crisis.
Secure digital imaging can mitigate these risks. You can protect your documents and data from such environmental threats and other circumstances. This means business can continue as usual, and even small tasks, such as document retrieval, can be completed in less time.
How Can Rothwell’s Secure Digital Imaging Solutions Help You?
Knowing what Rothwell’s can do for secure digital imaging gives you peace of mind. You’ll know the careful steps they take to protect the documents and data that you’ll want to keep protected at all times, especially against disasters. Here’s what you can expect to happen during the digital imaging process:
Comprehensive Document Scanning Services
Paper documents that you have can be digitized using document scanning services. Rothwell utilizes high-speed scanners and Optical Character Recognition (OCR) technology, enabling you to convert those valuable documents into digital files that can be searched quickly when needed.
These files are then uploaded to secure cloud environments or to a local storage setup, whichever you prefer. You’ll be able to access the files from anywhere so long as you have the secure login credentials. All vital data will be easily accessible, regardless of the type of disaster your business encounters.
Secure Digital Imaging Protocols
Businesses that operate with modern digital solutions know that security is a non-negotiable priority. For this reason, secure digital imaging with encryption, role-based access controls can be an excellent fit for their data and document storage needs. This way, they are safe from cybersecurity risks. Furthermore, such files and documents are accessed only by authorized personnel.
This solution is particularly beneficial for individuals who manage legal contracts, financial data, and medical records. Even such laws and regulations require businesses that handle such things to ensure secure protection and prevent leaks.
Legacy Document Digitization
Microfilm or microfiche has been the go-to long-term storage solution for government and academic institutions for many years. However, they are difficult to access quickly, and oftentimes, they can be fragile. Meaning improper mishandling can lead to irreversible damage and worst, the inability to salvage and recover the data. With microfilm digitization, the legacy documents are digital and can be easily retrieved. This means that outdated formats are no longer used, and such documents are protected against physical degradation.
End-to-End Paper to Digital Conversion
Paper-to-digital conversion is beneficial for individuals seeking to establish a digital archive of documents. This covers the collection and preparation process. After everything is gathered and organized, the scanning, indexing, and digital storage process will begin. This archive can not only be incredible for disaster recovery, but can also be used for general purposes. Not only will you have something for emergencies, but you’re taking what might be an all-important step in your business, where your reliance on paper is considerably reduced.
Scalable Digital Records Management
After your documents are digitized, they must be stored and managed accordingly. Rothwell’s offers digital record management that enables businesses like yours to categorize, retrieve, and share documents with minimal effort. You can also manage these digital records, even if you are using existing software solutions.
Real-World Benefits of Digital Imaging for Disaster Recovery
The benefits of digital imaging are plentiful. While one of them is having a solid disaster recovery plan in place, you can also enjoy some of the additional upsides of reliable digital imaging for the long term. This includes the following:
Faster Recovery Time Objectives (RTO)
One of the most significant standout features of digital imaging is the ability to access your stored data and documents quickly. This way, you can minimize potential losses that can happen due to downtime. You can access your backups within minutes. Compare that to the hours or days spent retrieving physical records or salvaging damaged ones (if possible).
Compliance With Industry Regulations
There are specific industries that must take data protection seriously. That’s because some laws and regulations require them to do so. Industries such as finance, healthcare, and law must protect the sensitive data of their clients. Digitizing those files can meet the standards while making audits and legal compliance simple and easier.
Less Physical Storage Costs
Imagine the physical space you can gain from taking physical documents and digitizing them. What would be the point of those filing cabinets in that spare room? Better yet, if you are storing physical documents off-site, you can also use the space you have for other purposes (or sell the building entirely and reinvest the proceeds back into the business). The point is that with digitization, the need for physical storage space is little to none. The question now becomes, what would you do with such space that has all of a sudden opened up?
Easier Collaboration During Recovery
Digital documents can be easily shared among multiple parties within your business. Recovery teams, remote employees, and stakeholders alike can access them if necessary. It can also be used to promote quick decision-making and coordination during a disaster recovery situation.
Integrate Digital Imaging Into Your Disaster Recovery Plan
If you haven’t done so yet, relying on digital imaging for your disaster recovery plan is critical. This includes steps that you can take to implement as soon as possible. Rothwell recommends that you take the following steps:
Assess your current records: Identify and evaluate the documents you believe are critical, and assess any potential risks that may exist.
Work with Rothwell: For secure and efficient digitization of your physical documents, Rothwell is your experienced service provider that will help set the wheels of your disaster recovery plan in motion.
Develop your backup strategy: This includes storing digital records in multiple locations, such as off-site and cloud settings.
Train your staff: If your business has multiple employees or teams, regularly train them on how to access and manage digital documents, whether for day-to-day operations or in emergencies.
Regularly update your records by scheduling regular scans, indexing new documents, and performing other relevant tasks.
Frequently Asked Questions (FAQs)
What regulations must be followed for managing digital documents?
This will depend on the industry. For example, healthcare entities must comply with HIPAA laws and regulations, while financial services must abide by the rules and regulations overseen by FINRA and the SEC.
Which is more cost-effective for storage: cloud-based or off-site?
Cloud-based storage options will be more cost-effective for most businesses, particularly those seeking remote access and flexibility. Off-site storage may be valuable for regulatory reasons and flexibility, but it is more expensive. However, your company may consider a hybrid approach.
What additional procedures should I take to protect my digital files?
While digital imaging services can do a great deal, including creating secure digital files, it may be ideal to consider taking additional precautionary measures. This includes implementing multi-factor authentication (MFA) for an extra layer of protection against unauthorized access. Also, you should be cautious of receiving emails or messages, even if they look like they’re from a familiar sender. Consider training yourself and your team on how to recognize phishing scams or other cybersecurity threats that may exist.
Let Rothwell Give You Peace of Mind With Digital Imaging Services
A business that is well-prepared in the face of disaster is one that can resume operations quickly and efficiently. Especially when they have digital documents that are easily accessible and recoverable. While digital imaging can be a crucial part of the disaster recovery process, it is up to you to consider utilizing other protective measures, such as monitoring potential cybersecurity threats, providing proper training for data and document handling, and ensuring everything is backed up regularly.
Rothwell is committed to being your go-to option for digital imaging services. For more information on how we can help your business, contact us today.